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APPENDIX E MISSOURI'S LAND AND BUILDINGS SYSTEM The Land and Buildings System (LABS), administered by the Missouri Division of Design and Construction, is an automated real property inventory and condition assessment system. It is designed to provide a central and efficient source of data for reporting the existence and conditions of state properties (a statutory requirement) and for use in capital planning and budgeting. LABS was developed shortly after staff from the Office of Administration testified before the State Fiscal Affairs Committee in July 1980. At that time the committee requested that the agency furnish information regarding the condition and use of state properties. In response the division cor~ducted a one- time manual assessment of state facility conditions that was submitted in conjunction with the capital improvements budget requests in September 1980. In an attempt to reduce the workload and time required to furnish this information, LABS was created to automate the data collection. The Office of Administration designed LABS based on the following objectives: 1. establish an automated base of information to monitor more effectively the condition and use of state-owned facilities; 2. provide the Missouri General Assembly and Executive Branch with comprehensive information about state-owned land and facilities; 3. establish uniform policies and procedures required for the assessment of the condition of state-owned facilities; 4. provide the General Assembly and Executive Branch with information to support budget requests; and 5. provide historical and statistical information on sites and facilities. 45
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INVENTORIES AND REPORTS LABS maintains inventories and reports such information as original construction and acquisition costs of facilities, the major functions of facilities, the number of state-owned facilities, the average age of the buildings, and the cost to replace the buildings and to repair them to good condition. In addition to current inventory and condition records, LABS contains maintenance history records on facilities. At the completion of each project, a brief scope of work, estimated life, cost, and funds source are recorded for all facilities involved. HOW THE STATE USES LABS Numerous reports on- LABS data are used in communications with the Missouri General Assembly and the Executive Branch as well as internally and with other state agencies. LABS information is used in capital improvement planning, historical cost analysis, and managerial review. LABS data are also used by the Division of Design and Construction to support and project capital improvement budget requests and to provide justification for maintenance and repair funds. The Division of Accounting uses LABS for fixed asset reporting. INTERFACING LABS WITH OTHER INFORMATION SYSTEMS The Division of Design and Construction anticipates incor- porating LABS data into new facilities management software to provide a comprehensive data base of information. This infor- mation will be used to plan and budget for capital improvements to branch into such areas as automated space inventory, planning and manipulation, fixed asset inventory, and other special plan- ning and reporting. In addition, the division is evaluating the feasibility of incorporating LABS data with the U.S. Army's Maintenance Re- source Prediction Model to formulate a state predictive main- tenance program. This study is being performed under the aus- pices of the American Public Works Association and the Con- struction Engineering Research Laboratory. 46
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TABLE 1 LABS Profile: Capabilities Data Recording and Reporting Identify each site and facility by a unique code number. Identify each site and facility by its generally accepted name. Identify each site and facility to its owning or controlling state agency by hierarchical assignment (i.e., facility to site to complex to agency/institution to division to department) Record agency-assigned numbers for each facility, as needed for cross-reference with LABS-required facility numbers. Identify the geographic location of each site and the facilities there. Identify the county in which each site is located. · Identify the city in which each site is located, if located within any city limits. · Identify the size in acres of each site. · Identify the Missouri House of Representatives and Missouri Senate districts in which each site is located. · Identify the physical location of property deeds. · Identify ownership conditions (e.g., state-owned facility on state-owned site, state-owned facility on leased site, leased . facility on leased site, etc.~. Provide original construction and acquisition information, including original cost, funding source, and date of acquisition or occupation. · Identify the major functions of each facility. Identify the size of each facility, including number of levels comprising each building facility, and the gross square footage and net assignable square footage of each level. · Identif y the theoretical capacity and current use of each facility within appropriate parameters defined for its function. · Analyze the extent of use of each facility. · Calculate an estimate of the cost to replace each facility based on its function and size. Identify all major components comprising each facility (e.g., frame, roof, interior facing, exterior facing, floor, utility systems, etch. Identify supporting, special, or unusual features of each facility (e.g., roads, land drainage, grounds, plant equipment, appurtenances, etc.). Identify the type of construction of each component com · · . . prlslng a facility. . . 47
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· Indicate the physical and functional conditions of each component based on uniform rating standards and pro cedures. Calculate the overall condition of each facility based on the condition of its components. Record for each component rated-as less than . in ttgoodl' con dition an estimate of the cost to restore the component to good condition. Record historical cost data for each facility, including fiscal year expenditure, scope of work, fund sources, and project number. · Identify and evaluate the extent of access for handicapped persons at state facilities. · Identify and evaluate the extent of life safety features at state facilities. · Report current land and buildings inventory status in numerous sort/select options. Report facility condition ratings and cost to repair estimates in numerous sort/select options. Provide analysis and summary information on request, such as building use, cost to repair per component or building function, cost to repair per facility/agency/division/ department, etc. · Provide input/output control totals and system-generated edit reports. · Perform multiple transactions during the same processing cycle. Provide system-generated documents that furnish inventory, condition, and maintenance history status in response to source document processing. . 48
Representative terms from entire chapter: